Creating and Editing Job Profiles

Job profiles are created as drafts in JobNav. You build and refine content in the editor, optionally link the draft to an HRIS-linked profile, and apply templates for consistent structure. HRIS-linked profiles themselves are read-only in JobNav - editing always happens on a draft.

Creating and editing drafts requires Editor, Operator, or Admin JobNav Permission. Viewers can open HRIS-linked profiles in a read-only preview only.

Creating a job profile

Entry point

Go to Job Profiles → New Profile.

Step 1: Profile details

Enter:

As you type the title or job code, JobNav searches for similar profiles in both Draft and HRIS-Linked libraries.

• Select a result to preview it on the right
• Optionally choose View in Editor or Duplicate Profile (from an HRIS-linked result) to start from existing content
• Click Next Step when ready

Step 2: Choose a template

Select a published template to pre-fill structure, or choose No template to start blank.

• Preview the template content on the right
• Click Back to return to Step 1
• Click Create Profile to open the new draft in the editor

NOTE: If no templates are published, you can still create a blank profile.

The profile editor

The editor has three main areas:

Header fields

Every draft includes:

• Title, Location, Job Code, Job Level
• A Draft status pill

Content fields depend on your organization's Job Profile Settings. Common fields include:

• Job Summary
• Primary Responsibilities
• Required Skills
• Required Work Experience
• Competencies
• Education Requirements
• Certification Requirements

The left sidebar shows guidance for required and recommended fields.

Saving

There is no separate Save button. Edits save automatically after a short pause. Each save creates a new revision and runs content scoring to update guidance.

While saving, the history icon shows a loading state.

Revision history

Open Revision history from the top bar or right sidebar.

• Click any revision to compare it with the current version
• Use Newer revision / Older revision to navigate
• Choose Restore this revision to replace current content with a prior version

NOTE: HRIS-linked profiles have Version history (read-only). You cannot restore versions on an HRIS-linked profile: only view and compare them.

Linking to an HRIS profile

Linking connects a draft to its HRIS source profile.

When no link exists, JobNav suggests matches based on job code and title in the left sidebar.

1. Review suggested matches
2. Click Link to HRIS profile
3. Select the matching profile and confirm

After linking:

• The linked HRIS profile appears in the left sidebar
• You can compare the draft against the HRIS source
• You can unlink if needed

NOTE: If an HRIS profile already has linked drafts, JobNav warns you before linking another.

Templates

Apply a template to a draft

From the top bar or left sidebar, click Apply Template.

1. Select a published template
2. Preview the result
3. Click Apply

Applying a template updates locked fields (structure/header/footer) and the job level. Field content stays from your draft unless the template replaces it.

After applying, JobNav opens a compare view so you can review changes.

Update from template

If a draft was built from a template and the template has been updated, use Update from template to sync locked fields. Title and job code are not changed.

Create and publish templates (JobNav Admin only)

1. Go to Libraries > Template
2. Click Create Template
3. Build the template in the editor
4. Click Publish to make it available for new profiles and apply-template flows

Working with HRIS-linked profiles

HRIS-linked profiles open in a read-only editor.

What you can do:

• View all fields and version history
• Export the profile
• Create Draft to start an editable copy linked to the HRIS profile
• Compare versions

What you cannot do:

• Edit content directly
• Save revisions

AI writing assistance

When AI is enabled for your organization, the editor offers:

NOTE: AI generation overwrites existing field content. Review the result before continuing.

AI is configured under Organization Settings → AI by JobNav Admin.

Export and download

Click Export in the top bar.

Export tab:

• Microsoft Word (.docx)
• HTML
• Markdown

Copy tab:

• Copy individual sections or all content to your clipboard

Export requires Reviewer JobNav Permission or higher.

Delete a profile

From the top bar menu (⋮), choose Delete.

Deleting a draft permanently removes the profile and all revisions. This cannot be undone.

You are returned to the Draft or Template library after deletion.

Read-only access (Viewer role)

Users without draft editor permission who open a draft URL see a limited preview: title, status, metadata, and field content with no editing controls, sidebars, or actions.

Viewers can fully browse HRIS-Linked profiles in the library and act on approval requests assigned to them.

Frequently asked questions

How do I get a draft into my HRIS?

JobNav does not have a Publish to HRIS button in the editor. Drafts move to your HRIS through your organization's approval and sync process (often involving permissions in your HRIS).

What's the difference between a revision and a version?

Revisions belong to drafts and can be restored. Versions belong to HRIS-linked profiles and are read-only history.

Why is my job level locked?

Job level locks when a template has been applied. The level comes from the template.

Can I duplicate a profile?

Yes. During creation, duplicate from a similar profile search result. From an HRIS-linked profile, use Create Draft to copy content into a new linked draft.